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Recruitment Tools

Web-based Resources and Personalized Assistance

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Research Participant Registry

This registry of local research volunteers can be used to identify potential research participants.  Be sure to include the following statement in the recruitment plan section of your protocol:  This study will identify potential subjects for recruitment using the CTSI Research Participant Registry, RSRB#42818.  Once your protocol is approved you can submit a request online here.

Marketing Tool Kit

Examples of URMC-approved marketing media to be used for recruitment efforts.
Learn more about recruitment marketing
RSRB Policy/Guidance for Internet Based Research & Research Using Social Media

Should you advertise your study online?  This resource helps you decide.

Posting Open Research Studies

Information on how to post your research study to most effectively find research subjects.

Recruitment Consultation Services

Information on how to set up a recruitment consultation.


ResearchMatch is a national recruitment registry that brings together researchers and people who are interested to learn more about research studies via a secure website. Learn more about ResearchMatch

Education Video

The CTSI has created a YouTube video that can be used to educate study participants about why it is important to get involved in research. Volunteer for Health Research

Recruitment Enrollment Services

Information on Emergency Medicine's Research Associate Program.

Documents and Templates

Dr. to Dr. Letter - This document can be used to introduce a study to a physician and to ask them to refer patients to your study for enrollment.

Principles of Recruitment - Things to consider when planning, implementing and evaluating recruitment into health research studies

Feasibility Assessment - Things to consider when doing a Feasibility Assessment for Recruitment and Retention of Research Subjects

Recruitment Funnel - What is a Recruitment Funnel? How is it useful when planning a health research study?

Data Collection - Why do we collect data? How do we collect data?

Pre-Enrollment Tracking - Tracking recruitment prior to study enrollment

Enrollment Tracking - Tracking subjects who enroll in health research studies, where do they come from?

Recruitment Strategy and Budget Planning Worksheet-Which recruitment resources do you plan to use? Different people will learn about your trial in different ways so consider implementing multiple recruitment tools. The more effective components there are in a recruitment plan, the more likely you will reach your recruitment goals.

Quarterly Recruitment and Enrollment Milestone Report- A recruitment timeline spreadsheet will also be helpful to get a better idea of site resource load per week and the expected number of subject visits and types of visits.

Recruitment Accrual - Study Visit Planning Spreadsheet- It is very helpful to forecast your research participant recruitment timelines by plotting out the expected or targeted number of participants recruited compared to the actual number of participants recruited.